JB Pritzker, Governor, State of Illinois

Early Childhood Access Consortium for Equity Scholarship Program Certification

Student List Overview
Certification Overview

Student List Overview

Early Childhood Access Consortium for Equity (ECACE) Scholarship Program processing takes place through the GAP Access system. The availability of applicant data (via the Student List in the ECACE system) provides a means by which this information may be shared with colleagues in other areas of the college who are working with prospective and current students. Reports listing ECACE applicants may be generated and edited, and then made available to other departments at your institution. All personally identifiable information (PII), such as an applicant's Social Security number (SSN), date of birth, and Student Aid Index (SAI), should be removed from the report before the information leaves the financial aid office. Financial aid staff must have the appropriate level of access in order to view applicant records. The school's primary administrator or a designated administrator is responsible for authorizing access levels.

Colleges may view a listing of ECACE records by accessing the ECACE system and selecting the Student tab to display the "Student List Eligibility: View" screen. Records for all applicants who listed the institution on their applications and whose applications have been reviewed by ISAC staff for completeness will be included. Additional records will appear on the Student List on an ongoing basis as applications are reviewed. School staff may want to regularly check the ECACE system for new data.

Certification Overview

A Certification record is created in the ECACE system after ISAC determines the ECACE online application process has been completed [this includes: the ECACE application; the corresponding year's Free Application for Federal Student Aid (FAFSA®) or, if applicable, the Alternative Application for Illinois Financial Aid; and, any required documentation] and the applicant meets all initial eligibility requirements (i.e., requirements other than those that must be verified by the college). The college then selects "Certification" from the ribbon at the top of the screen to display the Certification List: View screen. Colleges can enter certification data and indicate whether the applicant is eligible or ineligible, then save and submit their entry to ISAC.

Only records that need to be certified display on the Certification List: View screen. The Filter and/or Sort functions can be applied to the Certification List: View screen to customize how information is displayed, similar to all other gift assistance programs that are processed via systems within the GAP Access portal. Once certified, the applicant status information will be updated on the Certification List Eligibility: View screen.

A complete application and a complete and eligible Certification record are required for consideration for an award. Eligible applicants will be awarded based on whether their application was received before or after the priority consideration date (August 11, 2024 for the 2024-25 academic year). Renewal applicants receive priority consideration.

All Certifications available in the ECACE system must be completed regardless of whether the school certifies a student as eligible or ineligible. The only way an applicant will receive notification of their eligibility status from ISAC is if the certification record is submitted.

Specific details regarding ECACE Scholarship processing, including hours of operation, important reminders and guidelines, are provided at the ECACE Electronic Processing page (right menu link on this page or within the Processes area).

Refer to the ECACE User Guide for detailed instructions for completing and submitting a Certification record via the ECACE system. If a record was certified ineligible and something changes with a student's eligibility prior to the awarding process, corrections to the certification record can be made online. Instruction to make corrections are included in the user guide.

Reminders

  • An overview of the online certification process can be found in the ECACE User Guide.
  • A Certification record must be submitted for applicants who are eligible and ineligible.
  • Only applicants with a complete and eligible Certification record will be considered for an award.
  • Corrections to a Certification record can be made online. Follow the instructions in the ECACE User Guide.
  • Be sure to continue completing and submitting ECACE Certifications throughout the year so that applicants will receive the appropriate notifications.

Appeal Procedures

Ineligible applicants will be sent a Notice of Ineligibility and advised of the reason for the denial of an award. If there are extenuating circumstances that would cause ISAC to reconsider an applicant's eligibility, an appeal may be appropriate.

While a financial aid administrator may assist an applicant in formulating an appeal request, the applicant must appeal ISAC's decision by filing a written request within 60 days of the date on the denial letter. The written request must explain the basis of the appeal and provide all pertinent details and appropriate documentation.

Appeals should be submitted to:

Manager of Program Operations, DA3
Illinois Student Assistance Commission
1755 Lake Cook Road
Deerfield, IL 60015

ISAC will send a written response to the applicant within 15 working days of its receipt of the written appeal.

Applicant Notifications

Applicants certified as eligible by the college, and for whom funds are available to award an ECACE Scholarship, receive a Notice of Eligibility.

Applicants who are determined ineligible for an award receive a Notice of Ineligibility. The letter received by the applicant will be different dependent upon whether the ineligible status is based on data they provided on their application, data provided by the college during the certification process, or data provided by the college during the payment request process.

When there are not enough available funds to award all qualified applicants, a Notice of Insufficient Funding is sent to impacted applicants. This notification indicates that their applications will remain on file and they will be contacted again if funds become available to make additional awards later in the academic year.

Refer to the ECACE User Guide – which has been updated for the 2024-25 processing cycle – for a description of the "Student List Eligibility: View" and “Certification List: View” screens, as well as filter and sort instructions.